Claremore Daily Progress

Chelsea

May 1, 2013

Emergency Management audit reveals documentation lapses

(Continued)

CLAREMORE —

Purchasing records for the items were on file and appropriately approved by the commissioners in office at the time of purchase.
Anderson said the items were purchased with grant money, not county funds and that some of the items were placed offsite by the previous director of emergency management.
The items simply were not properly accounted for on inventory reports, according to the report. All of the items, excluding six purchases were returned to the county. 
One of the items was a Troy Built Generator, which Anderson replaced on March 9 through the Tri-District Fire Department. It is likely the other items were old or broken and then junked, but not documented, according to Thacker.
The generator was provided to a family for use during one of the historic ice storms that hit Rogers County, according to the report. The generator was never returned and therefore replaced by the loaning agency.
This generator was not the only one loaned to the public during the storm.
Thacker, in cooperation with local emergency service agencies, provided many generators to families of seriously ill individuals that may have been on oxygen or other life sustaining equipment. Additional generators were provided to employees that were working to clear roadways during the disaster, resulting in a similar situation. An employee’s home burned damaging a generator, as a result the equipment was junked and properly disposed, according to Thacker. The documentation regarding the disposing of county equipment was completed for the generator and is on file in the Rogers County Clerk’s office.
The county is implementing several controls to help insure accuracy of inventory records throughout all county departments, according to Thacker.
Emergency situations can create additional stress and difficulty for record management, according to county officials.
“During an emergency situation the primary focus is public safety,” Thacker said. In the ice storm disaster time, people would call with desperation in their voices. Being a proactive person, I purchased the generators to help and get them to the people as fast as possible.”
The BOCC will require resolutions for surplus and disposal of any items on the current updated inventory by not only emergency management, but all county departments, according to Thacker.

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